Showing results for 
Search instead for 
Did you mean: 

Set up and pay scheduled or custom (unscheduled) liabilities

In QuickBooks Desktop, you have the option to set up a scheduled payment or liability and pay it as it’s due or pay an unscheduled liability anytime. This article provides instructions on how to set up scheduled liabilities, pay an unscheduled liability, and resolve certain errors.

  • QuickBooks Desktop must be updated to the latest release.
  • Make sure you also have the latest payroll tax table.
  • You must be in Single-user Mode.
  • You can set up a schedule for payroll liabilities that are calculated on your employees' paychecks and are regularly paid in QuickBooks Desktop.
  • For QuickBooks Desktop Payroll Assisted Service, Intuit debits and pays your payroll tax liabilities directly to the agencies. For taxes paid by Intuit on your behalf, see Assisted Quick Tax Guide. Note that Intuit doesn't pay your liabilities for employee benefits.


Before you can pay your payroll taxes and other liabilities, you must have a payee name associated with each liability. Usually the payees are tax agencies, but they may also be a bank or an insurance company.

To assign a payee name:

  1. Go to the Lists menu, then select Payroll Item List.
  2. Double-click on the appropriate payroll item.
  3. Select Next until you reach the Agency for company-paid liability window.
  4. From the Enter name of agency to which liability is paid drop-down, choose the appropriate agency (payee).
  5. Select Finish.
  6. Repeat steps 2 to 5 for each liability you want to assign a payee name.